WEST HATCH HIGH SCHOOL

THE BEST THAT I CAN BE

Educational Trips and Visits Policy Policy reviewed

December 2011

Signed

http://srv-sp-wfe01:82/sites/Staff/Resources/Shared Documents/Whole School Policies/Trips and Visits Policy dec 2011 Draft 1.docx

EDUCATIONAL TRIPS AND VISITS POLICY INTRODUCTION A successful school trip, visit or exchange can greatly enhance the curriculum provision and will serve to motivate students and staff. The school has a strong commitment to the added value of learning beyond the statutory school day and beyond the premises by the use of carefully planned Educational Visits. This is part of the school’s role in providing a broad and balanced curriculum that promotes spiritual, moral, cultural, mental and physical development and prepares young people for the opportunities and experiences of adult life. It is crucial that health and safety are paramount on all educational visits and by following the instructions and guidelines set out we believe the majority of problems can be avoided. We use existing legislation and guidance in formulating this policy. (see Appendix 1) We use the services of the Essex Visits Service to have all residential trips (home and abroad) approved, and for models for paperwork. We have a formalised system in place for all visits. Principles 

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Trips should have a clearly stated valid educational purpose: cultural, physical, knowledge enhancement, personal growth. The Headteacher and governors must be sure that the purpose of the trip is sufficient to warrant the effort put into organising it and the money spent on it by both the school and the parents. Trips are open to all students within the scope of the trip’s purpose; student may be refused participation on a trip if it is felt that their behaviour is not up to the necessary standard. Parents will be informed why their child is refused a place. Where numbers on a trip are necessarily limited, and it is anticipated that more will apply than there are places, a fair means of selecting successful students will be used. The budget is organised so that trips may be cancelled in good time if there is not sufficient demand. The school will do everything in its power to prevent financial loss from trips by having adequate budgetary planning (via the Finance Office) including sufficient timeline planned in which will enable trips to be cancelled if need be without incurring loss.

RESPONSIBILITIES Responsibilities of the School Governors The School Governors are responsible for the health, safety and welfare of the staff and students, and in so far as is reasonably practicable, for ensuring the safety of anyone else on the premises or anyone who may be affected by their activities. This responsibility extends to participants in off-site visits. The Governing Body may delegate this responsibility to the Headteacher. The Governing body of the school should:    

Ensure that the visit has a specific and stated objective Ensure that the plans for the visit comply with the regulations and guidelines provided by Essex LEA and set out in the school’s Educational Trips and Visits Policy and procedures for trips and visits Evaluate the visit in light of the group’s leader written evaluation after a category 3/4 visit Assess proposals for visits in risk category 3 and 4.

http://srv-sp-wfe01:82/sites/Staff/Resources/Shared Documents/Whole School Policies/Trips and Visits Policy dec 2011 Draft 1.docx

Responsibilities of the Headteacher and /or the Designated Educational Visits Co-ordinator (EVC) The Headteacher (for residential visits) or the designated EVC (for day visits) must grant permission at least one calendar month before any visit takes place. In addition, the Headteacher/EVC should ensure that:  

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The visit complies with the regulations and guidelines provided by Essex Lea and the school's own Trips and Visits policy document If the proposed trip/visit is category 3 or 4 it is logged with the LEA through their online procedures. The risk assessment, which has been written by the team leader, will be entered onto the LEA Trips and Visits website as well as details of the proposed visit. The LEA’s EVC will then check that the visit complies with the regulations and guidelines provided by Essex Lea and will make the final decision as to whether the visit can go ahead A school Educational Visits Coordinator (EVC) is appointed to oversee the policy and processes of planning and organising trips and visits The group leader is competent to monitor the risks throughout the visit They are clear about their role if taking part in the visit as a group member or supervisor they must follow the instructions of the group leader who has sole charge of the visit Adequate child protection procedures are in place Training needs have been assessed by a competent person and that the needs of the staff and students have been considered The accreditation or verification of service providers has been checked Consideration is given to financial management, choice of contractors and contractual relationships in order to obtain best value

STAFFING The Headteacher must ensure that accompanying staff are appropriate, and are sufficiently trained:     

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The group leader has experience in supervising the age groups going on the visit and will organise the group effectively The group leader or another teacher is suitably competent to instruct the activity and is familiar with the location or centre where the activity will take place. Non-teaching supervisors on the visits are vetted and appropriate people supervise students Non-teaching adults (spouses of staff) who volunteer to supervise on trips – the school will ensure that CRB screening is carried out. The school does not normally support additional people accompanying educational visits who are not pupils at the school or part of the agreed staff complement. This may include family members if the governors are not satisfied that their accompanying the trip is an educational benefit for the pupils, or if they are not satisfied that including the family members will not compromise the successful running of the trip. The ratio of supervisors to students is appropriate and complies with Essex or Governing Body guidelines

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Responsibilities of the Group Leader Only one teacher should have overall responsibility for the supervision and conduct of the visit. The group leader should:                           

Obtain the prior agreement and approval of the Headteacher (for residential) or the school’s EVC (for day), before any off-site visit Follow LEA and school regulations, guidelines and policies – a copy of which is held on the Learning Gateway in the VET folder Appoint a deputy leader Maintain good order and discipline Clearly define each group supervisor’s role and ensure all tasks have been assigned Ensure all members of staff are briefed fully about their roles and responsibilities during all the time of the visit including any ‘downtime’ that might be built in Be able to control and lead students of the relevant age range Be suitably competent to instruct students in an activity and be familiar with the location or centre where the activity will take place. If using external instructors ensure that they are suitably qualified Be aware of child protection issues Ensure adequate first aid provision Undertake and complete a comprehensive risk assessment Regularly review undertaken visits or activities and advise the EVC where adjustment may be necessary in existing guidelines Ensure that all participating teachers, supervisors and students are fully aware of what the proposed visit involves Obtain sufficient information about participating students to assess their suitability and be confident that all students participating will behave in an appropriate manner Ensure that the ratio of supervisors to students is appropriate for the needs of the group Inform the Headteacher of any plans to use supervisors not employed by the school so that they can be appropriately vetted and approved Consider stopping the visit if the risk to health or safety of the students is unacceptable, and have in place procedures for such an eventuality Ensure that group supervisors have details of the school contact Ensure that group supervisors and the school contact have a copy of the emergency procedures and a copy of a contingency plan for any delays, including a late return home Ensure that group supervisors have the details of students’ special educational or medical needs and are familiar with any specific intervention that they may need to make Ensure that parents have signed the consent forms and arrangements have been made to meet the medical needs of all participants Observe the guidance set out for teachers and other adults involved in school visits Make clear the responsibility of teachers, non-teaching supervisors and students as outlined below Ensure arrangements are set up with Finance for the collection of payments for visits Ensure that all supervisors observe the guidance set out for teachers and other adults involved in the school visit. On return to school ensure students are safely collected or arrangements are in place for them to get home safely. Produce a written evaluation on a category 3/4 visit and submit a copy of the evaluation to the Chair of Governors, the Headteacher and the school’s EVC

http://srv-sp-wfe01:82/sites/Staff/Resources/Shared Documents/Whole School Policies/Trips and Visits Policy dec 2011 Draft 1.docx

Responsibility of participating teachers      

Ensure the health and safety of everyone in the group and to act as a responsible parent would do in the same circumstances Follow the instructions of the group leader and help with control and discipline Prepare themselves as fully as possible and inform the group leader if they are unsure of their ability to perform and supervisory function requested of them Conduct themselves in a professional manner at all times: during all trip activities and all downtime activities for example evening sessions. Report the group leader any concerns they may have concerning pupil behaviour or wellbeing during the visit. Notify the group leader and consider stopping the visit or the activity if they think the risk to health and safety of those in their charge is unacceptable

Responsibility of non-teaching adult supervisors Non-teaching adults should be clear about their role and responsibility during the visit and must:    

Ensure the health and safety of group members Not be left in sole charge of students, except where it has been previously agreed as part of the risk assessment Follow the instructions of the group leader and teacher supervisors Help with control and discipline speak to the group leader or teacher supervisors if concerned about the health and safety of students at any time during the visit

**Parents accompanying: this is not generally encouraged as it can lead to a blurring of the role between parent and supervisor. Occasionally it may be considered useful for a particular child to have a parent who is there to supervise that child alone.

RESPONSIBILITY Responsibility of participating students Students whose behaviour may be considered to be a danger to themselves or to the group may be stopped from going on the visit. Wherever possible, the curricular aims of the visit for these students should be fulfilled in other ways. Participating students, as a minimum requirement must:    

Not take unnecessary risks Follow the instructions of the group leader and other supervisors including those at the venue of the visit Dress and behave appropriately and responsibly Be respectful and sensitive to local codes and customs, particularly when abroad look out for anything that might hurt or threaten them or anyone in the group and tell the group leader or supervisor about it.

If a student’s behaviour fails to meet the expected requirements on a visit, disciplinary procedures may be instigated in line with the School’s Discipline Policy. This could include being sent home at the parent’s expense.

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Responsibility of Parents Parents should be able to make an informed decision about whether their child should go on the visit. The group leader should ensure that parents are given sufficient information in writing and are invited to any briefing sessions. Where appropriate, the group leader should tell the parents how they can help prepare their child for the visit. Special arrangements may be necessary for parents for whom English is a second language. In addition, parents have a responsibility to:     

Support the visit’s code of conduct Agree the arrangements for sending students home early and agree who will meet the costs Provide the group leader with emergency contact number(s) Sign the consent form Where appropriate, provide additional information about their child’s emotional, psychological and physical health

ORGANISATION AND PLANNING APPROVAL PROCEDURE AND CONSENT 

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All trips/visits (both one day trips and longer, residential ones) must be registered first on the online VET form. This represents an expression of intent for the eyes of the EVC coordinator who will decide initial approval to go ahead and provide more detailed planning or decline giving reasons. Time frame:  Overseas residential: normally 12 - 18 month lead in and certainly not less than four school terms.  Home residential: normally 6-12 months lead in and certainly not less than three school terms. The trip leader completes the detailed Trip Planning Form and discusses it with the EV coordinator The trip leader gains budget approval from the Financial Officer which includes a timeline on the amounts of monies to be paid and the deadlines when they need to be paid by parents.

APPROVAL by Headteacher/SLT/Governors  

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One day trips: approval is given by EV Co-ordinator with reference to Headteacher where deemed necessary. A list of trips is given to the head at the beginning of each term for reference. Residential trips: UK/abroad trips: approval must be given by the Headteacher in writing BEFORE letters are sent out to parents. In some cases the Headteacher will require a meeting with the trip organiser and EV co-ordinator to be satisfied that adequate planning is in place. First letter to parents gains approval from Financial Officer and EV Co-ordinator and dispatched. Consent forms are collated and a trip list of participants drawn up

http://srv-sp-wfe01:82/sites/Staff/Resources/Shared Documents/Whole School Policies/Trips and Visits Policy dec 2011 Draft 1.docx

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Learning Managers are consulted about suitability of students who have applied to go on trips. Any subsequent letters are sent to parents in the approved time frame, supervised by the Finance Officer Where appropriate (residential trips) Essex LEA has approved the visit The risk assessment has been completed and appropriate safety measures are in place Medical requirements of pupils are known and taken with the supervising staff The provision of adequate first aid is available The mode of transport is suitable Travel times out and back are known, including pick-up and drop-off points All details of pupils on trip and contact details are held centrally in a file in the school office for staff to be able to tell parents There is adequate and relevant insurance cover The address and telephone number of a named contact at the visit’s venue is available A school contact is nominated and that details on this contact are passed to the group’s leader The school contact, group leader and all group supervisors have the names of all the participants traveling in the group, including contact details of the designated next of kin All necessary actions have been completed before the visits begin.

http://srv-sp-wfe01:82/sites/Staff/Resources/Shared Documents/Whole School Policies/Trips and Visits Policy dec 2011 Draft 1.docx